Instructions

Completing the UM 1597 - Academic Hiring: Recruitment and Selection Process

Form Field

Information to Provide/Notes About This Field

Requisition Number

Use the 6 digit requisition number assigned to the position by the Office of Human Resources.

Department Name

Indicate the department associated with the Department Number (ID) provided. This field will be used by OHR staff to verify the Department Number (ID).

Department Number (ID)

Indicate the department number (ID) associated with the Department Name

Responsible Administrator

Indicate the name of the responsible administrator, in most cases, the appointing authority. This field must be completed.

Job Code

Indicate the job codes(s) that are available.

  • Do not combine unlike positions on the same form.

PeopleSoft allows the entry of only one job code.If more than one job code is indicated on a requisition, it will be posted to the web in the following manner:

1. In cases where the positions available are of the same title, but different levels, the most “generic” title will be used. The actual titles offered will be listed in the Working Title field.

For example, A requisition with job codes 9340 Program Director, 9341 Associate Program Director, and 9342 Assistant Program Director would be posted as 9340 Program Director, with "Program Director, Associate Program Director, or Assistant Program Director" in the Working Title field.

2. In other cases, cluster job codes have been created. The cluster job code will be entered in PeopleSoft and will display online. The actual titles offered will be listed in the Working Title field.

NOTE: Departments will not be expected to determine the group or cluster job code to be used. Complete your requisition with all available job codes, and Office of Human Resources staff will determine the job codes to use.

EOAA Goals

Obtain information for the following fields at http://www.umreports.umn.edu/umreports/.

  • Job Group, Female Number to Goal/Available Percentage, Minority Number to Goal/Available Percentage.
  • Job Code is the same number from the UM 1596.

Search Committee

Indicate the names, race, gender and employment category of each individual search committee member and appointing authority.  Search committees are required for all searches.Three search committee members, including the search chair, are required for a non-tenured, non-tenured track, non-campus wide administrator positions.  For tenured, tenured track and campus wide administrator positions, five search committee members, including the search chair, are required.Diversity is important to search committee membership, not only in terms of gender, race, age, disability, sexual orientation, etc., but in terms of role within the University and its hierarchy.

Advertising

Indicate advertising and recruiting venues.

  • Publications/Newspapers/List Serves
  • Professional Journals
  • Professional Organizations
  • Conferences
  • Personal Contacts
  • Etc.

Pool of Applicants

See Reporting Pool Data.  Also, the same information is printed below.

Offers to be Extended

Enter the name and date of an offer to be extended.Enter additional names and dates for multiple hires or first, second, third, etc., choice candidates.

Search Consultations and Approvals

Refer to grid below.

Attach the Selection Criteria to the UM 1597.  A sample follows:

 

SAMPLE SELECTION CRITERIA  (This document is used for all searches, including temporary, tenure-track, and P&A positions.)

 

(Rank or % weighted)   (list essential qualifications here)

(measurement tools from the application package)

 

 

(Rank or % weighted)  (list desired qualifications here)

(measurement tools from the application package)

 

 

Measurement tools might include the following:  letter of application, resume, sample course materials and/or student evaluations, contact information for three (typical number requested) references, etc.  You may use abbreviations for the measurement tools column in this Selection Criteria document, such as (Ltr) for letter of application, (R) for resume, etc.

 

Required Signatures on UM 15XX forms

 

FORM

Tenured, Tenure-Track Faculty And Campus Wide Administrator Positions, Including External Department Head Searches

UMD OEO (CONSULTATION)

Department Head (APPROVAL)

Dean/Admin. Officer (APPROVAL)

UMD Vice Chancellor

/ Chancellor

(APPROVAL)

1596

X

X

X

 

1597

   Initiate Search

X

X

X

X

   Pool Approval

X

X

X

 

   Extend Offer

 

X

X

X

1598

 

 

X

 

 

FORM

Spousal/Partner/Exceptional Hires

Department Head and Dean/Admin. Officer (APPROVAL)

UMD OEO

(CONSULTATION)

UMD Vice Chancellor / Chancellor

(APPROVAL)

UMTC EOAA Director (APPROVAL)

UMTC Vice President of the Office of Human Resources (APPROVAL)

UMTC EVPP (APPROVAL)

1596

X

X

 

 

 

 

1598

X

 

X

X

X

X

 

FORM

All Other Positions That Are Not Tenured, Tenure-Track Faculty, Campus Wide Administrators, or Spousal/Partner/Exceptional Hires

UMD OEO (CONSULTATION)

Department Head (APPROVAL)

Dean/Admin. Officer (APPROVAL)

UMD Vice Chancellor/Chancellor

(APPROVAL)

1596

X

X

X

 

1597

    Initiate Search

 

X

X

 

    Pool Approval

 

X

X

 

    Extend Offer

 

X

X

 

1598

 

 

X

 

 

FORM

Internal Department Head/Director (Unit Search)

UMD OEO (CONSULTATION)

Department Head (APPROVAL)

Dean/Admin. Officer (APPROVAL)

UMD Vice Chancellor/Chancellor

(APPROVAL)

1596

 

 

X

Only if required by Unit’s Constitution and/or Internal Department Head Procedures.

1597

    Initiate Search

 

X

X

See 1596 above.

    Pool Approval

 

X

X

 

    Extend Offer

 

X

X

See 1596 above.

1598

 

 

X

 

 

Note:  Department heads and certain director positions may be searched internally.  Units and departments will have on file (in their departmental office, collegiate, UMD VCAA, and UMD OEO) their search procedures to fill these positions.  There are instances when certain director positions (campus-wide positions) require a wider search or when a department head position cannot be filled by a unit search.  Consult with the UMD OEO about what is subject to a national, regional, or unit search, and the most appropriate search for your department or unit. 

Reporting Pool Data 

Tenured/Tenure-Track hires on one requisition will require two pools to be tracked:

1. Individuals applying/interviewed/hired for Tenured positions
2. Individuals applying/interviewed/hired for Tenure-Track positions

For all other types of hires, report only one pool.

The numbers provided in this section should be cumulative from the date that the vacancy was first posted until the final hire is made. If many hires are made on one requisition, keep a running total from hire to hire. Subsequent forms should always have equal or higher numbers in each category than the previous hire's form.

For all lines, include all applicants who meet the definition of that line, even if they did not complete an Applicant Tracking Record (UM 1599 Form).

For the American Indian, Asian, Black, Hispanic, or White columns, include applicants who were identified by the UM 1599 Form, vita, visual survey, or who are known or thought to be American Indian, Asian, Black, Hispanic, or White.

NOTE: When calculating percentages of minorities and females, only those known to be minority or female are counted and then divided by all applicants. In other words, unknown race/ethnicity counts as white, and unknown gender counts as male for purposes of calculating percentages.

The sum of the American Indian, Asian, Black, Hispanic, and White columns should equal 100 percent of the Total column.

Complete each line of this section as follows:

  1. All Applicants: Include all individuals who apply by the last day for receipt of applications or nominees who are contacted by the last day for receipt of applications and agree to be an applicant.
    2. Qualified Applicants: Include all applicants who meet the essential qualifications, academic preparation and experience, as stated on the approved Requisition and Position Description.
    3. Applicants Referred for Interviews: Include all qualified applicants who were selected to receive an invitation for an interview. Include candidates who declined the invitation or withdrew before the invitation.
    4. Applicants Interviewed: Include all applicants referred for interview with whom some form of interview was held.
    5. Applicants Referred: Include all applicants interviewed who are referred for final selection after interviews.
    6. Offers Made: Include all applicants referred for final selection to whom an offer was extended, whether or not the offer was accepted.
    7. Candidates Selected: Include all applicants to whom an offer was extended and accepted.

12/06/2004